Editing PO Matching Rules
1. Under Administration -> Construction click on Templates
2. Find the template you want to edit and click on edit
3. On the next screen click on Details for the Template Item you wish to change
4. From here expand PO Template Matches to edit PO Matching Rules
Reference, Allocate and Distribute:
If Reference is set to Y (true) then Supervisors will be able to see the PO References associated with matched tasks. If Distribute is also set to Y (true) then details of linked POs will also be visible to Supervisors and can be included in messages sent out to suppliers. If Allocate is set to Y (true) then the Supplier from the PO will automatically be assigned to the matched task, the supervisor cannot change this Supplier.
This field allows the adjustment of the duration of tasks. How the duration is adjusted is impacted by other fields in PO Template Matches. Scale Type determines whether the scaling is determined by the Quantity of items ordered or the Value of items ordered. Scale Ratio determines the rate at which the duration is scaled in relation to the Comparison Amount (Cmp.Amt). If the Scale Ratio is set to 1 then a job with double the comparison amount will have double the standard duration or 100% more. A scale ratio of 0.5 however would result in the same task having a duration of 50% more.
Use the formula: Scaled Duration = Standard Duration x (1 + ((PO Amount - Comparison Amount)/Comparison Amount) x Scale Factor)
If Approval is Y (true) then completing any tasks linked to a purchase order matched by this rule will update the approval proportional to the amount in the approve % column. If the partial payment is Y (true) then 50% or other partial completion of the task will be applied immediately to the purchase order. Carrying this percentage through to your accounting system will require integration work
Required and Inclusion:
If the inclusion column is Y (true) then when the purchase order loads are processed and either the contract scheduling status is marked as completed or a full purchase order load is run then the task linked to this rule will be added or removed to the job. If the required column is Y (true) then the task will be included if a purchase order is found to match this rule; if the required column is N (false) then the task will be included if the purchase is not found to match this rule.
If the inclusion column is N (false) the inclusion rule is not run
As an example if you were to have three tasks tile roof, metal roof and metal gutters with two POs tile and metal. Consider that you want to have the tile PO match to the tile roof task and the metal PO match to both metal roof and gutters for supplier allocation. However you want the the tile PO to decide which roof task is on the callsheet as the metal PO may exist on contracts with a tile roof. In this scenario you would setup required & inclusion as follows:
Tile Roof - Tile PO: Inclusion Y, Required Y, Allocate Y (if tile PO exists tile roof task is turned on, if not it's off)
Metal Roof - Tile PO: Inclusion Y, Required N, Allocate N (if tile PO exists metal roof task is turned off, if not it's on)
Metal Roof - Metal PO: Inclusion N, Allocate Y (we're matching just for supplier allocation)
Metal Gutters - Metal PO: Inclusion N, Allocate Y (we're matching just for supplier allocation)
This is the pattern for matching Purchase Orders, ensure that all four fields are used. The format is:
Purchase Order Reference Number | Supplier Key | Cost Code | Inventory Item Code
* is a wildcard which will match everything
Rule Start and Rule End:
If Rule Start and Rule End are set PO matching will be restricted to only match tasks with a date within that range. If both are not set PO Matching will not be restricted.
A more detailed explanation of PO Matching can be found here: Technical - Purchase Order Task Matching